So, you’ve just been handed a daunting task: your boss wants you to organize the next big company event. The catch? Event planning isn’t on your resume. Maybe you work in marketing, sales, or finance- anything but events! Sound familiar? You’re definitely not alone. According to Seth Macchi, host of The Event Pro Show, this is a frequent scenario in businesses nationwide. Even for those who have managed to pull off an event once, company turnover and internal promotions often mean the knowledge doesn’t get passed along. The result? Each year, someone’s left reinventing the wheel.
If you’ve landed in this spot, feeling both overwhelmed and unsure where to begin, this guide is for you. Let’s break down practical steps, strategies, and resources you can use to create a memorable, smooth-running corporate event, even if it’s your very first time.
Understand the Scope and Why It’s Different from Other Tasks
First, recognize that planning an event is not as simple as it looks. It’s like being asked to project-manage the construction of a new company headquarters just because you built a house once. Coordinating a gathering of any scale requires juggling logistics, vendors, venues, communication, and technology in ways most roles don’t prepare you for.
It’s important to acknowledge your feelings of uncertainty and overwhelm. They’re valid and they’re common! But the good news is: there are solutions designed specifically for people in your shoes.
Identify the Type of Event Planner You Need
Planning an event doesn’t have to mean doing it all yourself. As highlighted in Seth Macchi’s chat, the world of events has specialists for every need:
– Corporate Event Planners: Focus on business meetings, conferences, and company-wide gatherings.
– Social Event Planners: Handle weddings, parties, and social celebrations.
– Nonprofit Event Planners: Specialized in galas, fundraisers, and awareness events.
– Educational, Sports, Entertainment Planners: Organize academic conferences, tournaments, and large shows.
For a corporate event, you’ll want someone who knows how to manage venues, travel, large attendee groups, and company messaging.
Consider a Fractional Solution: Rent the Expertise You Need
Here’s a game-changer, especially for smaller organizations or teams lacking a dedicated event department: hiring a fractional head of events.
Fractional services work just like hiring a part-time CFO or a consultant. You get highly-skilled leadership and an experienced team for only the duration or portion of time you need. One recommended company in this space is Wendy Porter Events. Wendy Porter brings a full team to handle everything from venue sourcing and caterers to logistics and travel, tailored to whatever gaps exist in your internal resources. This turns overwhelming tasks into manageable ones, and ensures professional results from day one.
Fractional event planners “drop in” to act as your event department, then exit when the job is done, making this option cost-effective and scalable. You’ll benefit from top-level expertise for a fraction of the cost of a permanent hire.
Strategic Event Optimization: Level Up Your Existing Plan
Suppose you’ve already sketched out an event (venue chosen, rough agenda set) but want to make sure it’s truly impactful. You can bring in a company like Brella Productions, experts in technical strategy, resource management, and vendor negotiations.
Their team acts as strategic optimizers, focusing on:
– Innovative use of technology
– Efficient vendor contracts
– Resource allocation
– Enhancing attendee experience
This option is perfect for companies that need sophisticated technical support or want to make sure they’re getting maximum ROI from each aspect of their event.
Technical Planning Partners: Filling the Skill Gaps
Maybe you’re confident in your vision and logistics but need help with the technical aspects; think audio visual, staging, or hybrid/virtual event infrastructure. For this puzzle, someone like Julie Leithoff is a great fit.
Julie is a specialist in both event logistics and technical production, meaning she can translate your vision into reality, ensuring all microphones, screens, and presentations run flawlessly. This technical planner role is an effective way to close knowledge gaps quickly.
If your event’s needs are narrow, such as just AV support or catering, one-off partnerships can also be developed. But when the requirement spans multiple disciplines, integrated planning support delivers much better outcomes.
Why Hiring External Support Is Worth It
Planning a corporate event is much more complex than traditional procurement. Unlike ordering office supplies or building materials (where quality and price are relatively standardized) every event solution is customized. Working with experts means leveraging their networks, negotiating skills, and strategic know-how. They’ll vet potential partners, optimize planning, and ensure best-fit solutions for your specific goals.
The result? You get peace of mind, reduced stress, and an event that delivers on your company’s goals, often with a higher return on investment and less risk of costly mistakes.
Steps to Take as a Non-Event Professional
Let’s put this advice into action:
- Clarify Your Company’s Goals and Parameters
– What’s the purpose of the event? (Training, celebration, all-hands communication, client outreach)
– Who will attend, and how many people?
– What location(s) are being considered?
– What’s the desired impact or outcome?
- Assess Your Own Capacity
– What parts can you confidently handle?
– Where are your knowledge or bandwidth gaps?
- Map Out the Skills and Partners Needed
– Will you need full-service support, strategic optimization, or technical expertise?
– Identify which specialists you’d benefit from most.
- Contact Recommended Experts
– Reach out to companies and individuals like Wendy Porter (fractional full-service), Brella Productions (strategy and tech), and Julie Leithoff (technical planning).
– Schedule a consultation. Most offer this for free or low cost.
- Evaluate ROI, Not Just Price
– Consider the time, stress, and risks saved by bringing professionals onboard.
– Factor in improved attendee satisfaction and results.
- Form Strategic Partnerships
– Build relationships with reliable vendors (caterers, AV teams, venues).
– Lean on your event partner to coordinate and negotiate.
- Stay Involved in the Right Ways
– Provide clear direction, objectives, and company culture input.
– Let specialized partners handle the details, logistics, and troubleshooting.
- Capture Lessons Learned
– Document processes, contacts, and outcomes.
– Advocate for sharing this knowledge internally so future events are easier to manage.
Corporate events can be a source of stress and confusion, especially for those outside of the event field. But with the rise of fractional services and strategic partnerships, you can tap into expert support on-demand, tailored to the scale and scope of your project. Remember, the success of your company’s event reflects on your brand, culture, and internal communication. By investing in the right external support, you’re ensuring a seamless experience for attendees and stakeholders, while freeing yourself from overwhelm.
If your organization needs audio visual support, visit LEMG for further assistance. For comprehensive planning, the professionals discussed in this guide can serve as the bridge between your daily responsibilities and a flawless event.
And if you found yourself here by searching for how to plan a corporate event, you’re already heading in the right direction. Take the next step: build your team of experts and deliver exceptional outcomes, no matter your background or skill set.
Resource Links:
– Wendy Porter Events (fractional planning)
– Brella Productions (strategic event optimization)
– Julie Leithoff (technical planning)
– LEMG (audio visual support)
Planning an event isn’t easy, but with the right approach, it can be successful and even enjoyable. Good luck!